Charter Club Officers Meeting 2017 Del Webb Orlando Wednesday, February 8th
Welcome Intro & Overview
Meeting Agenda Main Topics to Cover C.C.A.C Communication Room Scheduling Monthly Participation Club Financials Questions & Answers *Please keep all questions related to the specific topic being discussed 3
Charter Club Advisory Committee (C.C.A.C) Marge Vale …President BETH HOFMANN … VP Alice Kalamar …Secretary 4
The Charter Club Advisory Committee (CCAC) shall serve in an advisory capacity to the board of directors, lifestyle director and community association manager. This committee does have its own charter and varying term limits and shall be responsible for the following: Establishment of Clubs Operational Recommendations Make recommendations to Develop working knowledge Assist in the coordination of the the Lifestyle Director for of the Charter Club Operating Charter Club Process updating and changing the Manual Review all Chartered Club Monitor club's adherence to rules, regulations and applications/bylaws procedures to improve club the chartered club rules, Provide input on areas of regulations and procedures understanding and revisions concerning operations Develop working knowledge applications/bylaws Make recommendations to of the Associations Governing Approve or Deny charters to Documents the Board on an alleged club move forward in the chartering Hold Committee Hearings vs. club dispute, club conflict process that involve club vs club or club violation disputes, club conflicts or club member violations Other Assist the Board in any other matters as requested
CCAC Meetings Are Open To Residents 3 rd Tuesday of Every Month in the Ballroom 2 PM OPEN/CLOSED MEETING Objective Is To Improve Service to the Community 6
Defined: Officers Responsibilities A club executive board shall consist of (at a minimum) a president, vice- president, and secretary-treasurer depending on the type of club looking to charter. o An exception to the club executive board minimum can be only granted by the Lifestyle Director and Community Association Manager. All officers shall be elected by a vote of the general membership, and shall serve without compensation. Terms of Office and Responsibilities The Officers shall serve for one year, beginning on January 1 st and terminating on o December 31 st . o Current officers may be re-elected at the discretion of the general membership o The President shall preside at all meetings and be responsible for the purchase of items for the organization. o The Vice-president shall assume the duties of the President should the President not be available for any meeting. o The Treasure/Secretary will be responsible for taking notes at any business meeting called, distributing ballots, collecting of dues and submitting of all records to the Association deemed necessary. 7
DUTIES AND RESPONSIBILITIES OF CLUB OFFICERS Maintain conduct and decorum at all meetings. Supervise implementation of all club by-laws Proper conduct and decorum is essential to preserve the active adult lifestyle that has been created within the community. Club Officers/members who become… Abusive, physically or verbally Project an undesirable or inappropriate image Unnecessarily and blatantly create turmoil or disruption Do not adhere to published Clubhouse Rules and Regulations Create dissention among club members or other clubs or the Association in general …may be removed from office and/or have club memberships suspended. Members’ suspension may occur following a recommendation from the club’s executive board and approval by Lifestyle Director and Association Management and Board. 8
Communication 9
Communications Clubs Information Del Webb Orlando Lifestyle Calendar & Breeze Newsletter Community Portal (Website) Club TV Display 10
Lifestyle Calendar Information Every month, the Association will send an email to Club Presidents containing a DRAFT copy of the upcoming Lifestyle Calendar Club Presidents will have an opportunity to review club business and activity meeting dates/times for that particular month. At this time, Club Presidents can send an email to the Association if changes need to be made to the calendar for that particular month.. Typically, a week will be provided for Club Presidents to review the DRAFT Calendar and provide feedback. Standard Verbiage: Please view the attached PDF file of the DRAFT February Lifestyle Calendar. If there are any changes that need to be made to the DRAFT February Lifestyle Calendar, please email them to me at (insert your email) by Wednesday, January 20 th . Once the deadline has past and the calendar has been made available to the community, we will not be revising or editing the calendar. If your clubs’ information is correct, PLEASE DO NOT RESPOND. 11
Community News & Club News Articles Deadlines, Requirements, and Contact Details Once the Lifestyle Calendar has been made available to the community for the upcoming month, the Association will send an email to the Presidents notifying them of the deadline to submit upcoming articles/revisions for the upcoming Newsletter each month. Any Community News Articles or Club News Articles that need to be either submitted or revised to the upcoming newsletter should be emailed to the Lifestyle Director. Please email your articles in Word Format. No crazy fonts please. Please include any and all images you would like to include in your article. Images must be submitted in jpg format. The Lifestyle Director has the right to revise or downsize any articles submitted for publication in the Breeze newsletter. If no images are submitted, the Lifestyle Director will make the decision to include or not include images in the article depending on space availability. Late submissions will be not included in the Del Webb Orlando Breeze Newsletter Contact Details for Club News 12
Community Portal 13
Community Portal Del Webb Orlando Maintain all membership and club documents on club portal as well as in the club binder. Secretary should post minutes of all business meetings on the club portal www.delwebborlandoinfo.com 14
Community Portal Charter Club Webpages 15
Community Portal Benefits for having a Club Webpage Benefits: Each Club has its own webpage with the club officers of the club assuming administrative rights for posting all the content on their particular webpage. Free advertising for Clubs – since the website is accessible to prospects and residents. Allows residents who might be interested in joining a club an easy and accessible way to view all the clubs at once. Club officers can email it’s members directly from the website Post Club News to the club page for viewing by members & residents Upload documents to the club page for viewing by members & residents Post pictures of Club Activity for viewing by members & residents Track Memberships (Very Important!!) **Schedule a time with Eric Baker – Lifestyle Director or stop by the Front desk to setup your club page and go over features. It takes about 5 minutes to review with club officers. 16
Club Display TV 17
Room Scheduling 18
Semester Room Schedule Request Form Regular facility use: Chartered Clubs are required to submit a Semester Room Schedule Request Form to the Lifestyle Director. The “Semester Calendar” will identify regularly scheduled club activities and business meetings. The term “regular” is defined to mean general membership, and club board meetings that are consistently held on the same day(s) of the week/ month/quarter throughout the calendar year. Once reviewed, evaluated and approved, Club schedules will be entered in the Association’s scheduling system (Officer Tracker) and monthly lifestyle calendars. All clubs will be notified of their approved semester calendar requests and will be required to sign-off on such. Based on facility availability, clubs may request a change to their regular schedule at any time by submitting an updated Semester Calendar Request Form. Clubs are required to give the Lifestyle Director 48 hour notice if the club is in need of space to hold a “pop - up” meeting/activity. Submit semester request for regular club activity room or space in April, August, and December The Semester Room Schedule Request Forms should be turned in to the Associations by the appropriate deadlines. All Clubs and Groups must setup and break down their room. The Association will help as need. Remember that as we continue to grow, current club space in not guaranteed 19
CC-7 Form 20
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